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Invoice Items

Updated

Use this article to add and manage item lines on Sales Invoices and Purchase Invoices.

Items are reusable templates that define pricing and cost behavior. To create or manage item templates, see Items.

You can also add one-off items directly to an invoice when you do not need a reusable template.

On this page

Add an item from a template

  1. Open the invoice you want to update.
  2. In the actions section, click Add Item.
  3. Click the magnifying glass to open your list of item templates, then select the item you want to add.
  4. Enter the service date and make any adjustments as required.
  5. Click Add.
  6. The item appears on the invoice.

Note: You can only add items where the price or cost matches the invoice currency. Items may also be unavailable if they are restricted to course categories that do not match the events on the invoice.

Add a one-off item

  1. In the actions section, click Add Item.
  2. Select the nominal account for the revenue or cost.
  3. Enter the item details.
  4. Click Add.
  5. The item appears on the invoice.

One-off items are useful when you only need to add an ad hoc line to a single invoice and do not require a reusable template.

Edit items

  1. Click the pencil icon next to the item.
  2. Edit the required fields.
  3. Click Save.

Editing an item updates only that invoice line. It does not update the underlying item template.

Delete items

  1. Click the trash can icon next to the item.
  2. Confirm by clicking Yes.

You cannot delete public course income lines. To remove these, update the registration and cancel the booking instead.

You can link invoice items to events so their value is reflected in event revenue or costs.

  1. If editing an existing item, click the pencil icon. If adding a new item, continue during creation.
  2. Click Link invoice line to event.
  3. Select the event type. For IHT events, also select the revenue type (advance, final, or re-billed) or indirect cost for purchases.
  4. Search for the event using the event code, location, or date, then select the correct event.
  5. Click Save.

Linking items ensures that event-level financial reporting reflects the full value of related revenue and costs.

Reporting

The following reports in the Financial menu can help you analyze item usage:

  • Sales: Use the Line items only format to report on all invoice line items.
  • Items: Open an item and select Sales activity to view usage by date, company, and region.

These reports are useful for understanding how add-on products and services are used alongside course revenue.

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